What BillFlow does

BillFlow creates the documents a business sends and keeps: invoices, quotations, delivery notes, waybills, receipts, purchase orders and more. Every document is built in the same editor, receives its number the moment you issue it, and is tracked from draft to paid or delivered.

Documents#

BillFlow ships thirteen document types. Ten of them carry money: invoices, quotations, estimates, proforma invoices, receipts, purchase orders, sales orders, credit notes, debit notes and statements. Three record goods rather than amounts: delivery notes, waybills and packing lists.

Each type has a short code and a default number prefix, such as INV- for invoices and QUO- for quotations. You change the prefixes and the numbering pattern under Settings › Numbering. Document types lists every type.

The editor#

You build every document in one editor. The sheet is the document as your customer will see it. The panel beside it holds the document's blocks and properties: the customer, the items table, totals, terms, payment instructions and the signature block.

The items table accepts quantities, prices, discounts and taxes per line. Custom columns can hold formulas that reference other columns, and totals recalculate as you type. Formulas in the items table shows what they can do. Undo and redo cover every change.

Numbering and issuing#

A draft has no number. When you issue a document, BillFlow reserves the next number in the sequence for that type and locks it to the document. Two people issuing at the same moment can never receive the same number, and a draft you discard never consumes one. Document numbering explains the format.

Statuses#

Every document type follows its own lifecycle. An invoice moves from Draft to Issued, then to Sent, Partially Paid, Paid or Overdue. A quotation moves from Issued to Sent, then to Accepted, Rejected or Expired, and an accepted quotation converts into an invoice that remembers where it came from. Delivery notes and waybills move through Dispatched, In Transit and Delivered.

BillFlow only offers the moves that make sense from the current status, so a document cannot skip a step or go backwards by accident. See Document lifecycle and statuses.

Payments#

Record full or partial payments against an invoice and its status follows the balance. Overpayments are shown, not hidden. The payment history on each document lists every entry, and you can correct or remove one.

Customers and products#

Customers hold contacts, billing and shipping addresses and payment terms, and each customer's page shows the documents and totals for that customer. Products hold names, SKUs and prices so items can be picked from a list instead of typed. Both can be imported from CSV.

Templates and brand#

Choose a template per document type from the built-in library, adjust its columns, totals rows and letterhead width, and set your organization's logo, colors and watermark once. Every document and PDF picks them up. Templates and brand tours the library.

Teams#

Invite colleagues and give each a role. Owners and admins manage settings and members. Accountants record payments and manage taxes. Sales manage customers and products. Operations handle documents. Viewers can look but not change.

Where things live#

Press ⌘ K (or Ctrl K) anywhere in the app to search documents, customers and products or jump to a page. See Keyboard shortcuts for the full list.